Capture incoming orders and hand them to your ERP
Orders arrive by email, PDF, portal or structured message. We bring them into one controlled intake, validate the required information and only then create a sales-order draft in the authoritative system.
An order is more than a purchase-order number
An order can look complete in an inbox while still lacking the customer ID, delivery address, item variant, valid price or an unambiguous link to the quote. Today, the person retyping the order into the ERP usually resolves those gaps from experience.
Text extraction alone merely moves the problem. The valuable step is validation: does the customer already exist, are the items and units plausible, do the stated terms match, and who may approve an exception? Those rules turn a document into a usable sales-order draft.
The automation therefore does not make the commercial decision. It consolidates intake, structures order data, highlights conflicts and routes both standard cases and exceptions to sales operations with a traceable status.
Use cases
We start with the most frequent, clearly bounded case. Further variants can then reuse the same validation and handoff rules.
Orders from shared inboxes
Attachments and message text are assigned to a customer and case before a draft is created.
Multi-line PDF orders
Header and line-item data are captured and checked against the item master, units and required fields.
Portal and EDI orders
Structured orders pass through the same business rules as emailed orders and receive one shared status model.
Price or delivery exceptions
Differences from the quote or customer master are routed visibly to the responsible role instead of being accepted silently.
Illustrative example: from PDF to a reviewable order draft
The following example is fictional and purely illustrative. It shows a possible order status flow and is not a customer result or a promised level of automation.
Order received
A PDF order reaches the central order inbox and receives a case ID.
Data structured
The customer, purchase-order number, delivery address and twelve lines are prepared as reviewable fields.
Master data matched
Eleven items match clearly; one line uses a customer item number that differs from the stored mapping.
Exception resolved
Sales operations sees the original, proposed value and master data side by side and corrects the line.
ERP draft created
The reviewed record is handed over as a draft; binding acceptance remains in the designated approval step.
Illustrative process example – not a customer case
From intake to an approved sales-order draft
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Consolidate intake
Email, upload, customer portal and interfaces feed one controlled order-intake route.
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Capture order data
Header, address and line-item data are extracted or accepted from structured messages.
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Validate master data
Customers, items, units, terms and delivery addresses are checked using documented rules.
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Resolve exceptions
Only incomplete, conflicting or out-of-policy orders are handed to people for a decision.
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Hand over the draft
The complete record reaches the ERP or order system with its source, validation state and audit trail.
What changes for sales operations
Today
- Orders are scattered across personal and shared inboxes.
- Header and line-item data are retyped into the ERP.
- Item numbers and units are checked only during entry.
- Later questions are difficult to connect to the original validation issue.
- The current state depends on personal notes or inbox markers.
With the controlled workflow
- Every incoming order receives an early case ID and visible status.
- Captured data is provided as a reviewable draft, not an uncontrolled posting.
- Master-data and pricing conflicts are highlighted precisely.
- Questions contain the source, affected line and specific validation reason.
- Handover, correction and approval remain traceable together.
Where the automation deliberately stops
An order may be technically complete without being commercially acceptable. The workflow keeps that distinction visible.
- New prices, special discounts and unagreed terms are not accepted automatically.
- Ambiguous customer identities, new delivery addresses and blocked accounts require business review.
- Feasibility, availability and binding delivery commitments remain with the responsible systems and roles.
- Legal or contractual judgements are not inferred from document text.
Designed for your existing system landscape
Scope and price
A tightly scoped order-intake workflow starts from €2,490 as a one-off project. The confirmed scope depends on intake channels, line-item logic, master data and the target system.
- Workshop covering intake channels, required fields and ownership
- Mapping for header, address and line-item data
- Rules for customer, item and pricing validation
- One documented exception and approval route
- Connection to one authoritative ERP or order system
- Testing with anonymised or explicitly approved sample orders
- Handover documentation and training for the responsible team
What increases the price
- Several substantially different order formats or intake channels
- Complex item, unit or variant logic
- Customer-specific price lists and multi-stage approvals
- Target systems without a stable API or with bespoke extensions
From €2,490 as a one-off project for one limited initial workflow. We confirm the fixed price and realistic schedule after reviewing formats, rules and interfaces.
Prices exclude VAT · Managed operations and further development are available separately
What you receive
- Order-data mapping
A readable mapping from every relevant input field to its destination in the ERP or order system.
- Validation and approval rules
Documented handling for standard cases, exceptions, owners and stop conditions.
- Production workflow
The configured route from the agreed intake channel to a controlled sales-order draft.
- Operations documentation
Guidance covering access, logs, error paths, changes and safe recovery.
Questions & answers
These solutions fit alongside
Order confirmation automation
Create and send a consistent confirmation from an approved order.
Quote automation
Bring CRM data, pricing logic and approvals together before an order arrives.
Invoice automation
Turn approved delivery and order data into an outgoing invoice.
API integration
Connect CRM, ERP and supporting systems through a controlled data flow.
Where Order intake automation creates value in everyday work
Orders arrive by email, PDF, portal or structured message. We bring them into one controlled intake, validate the required information and only then create a sales-order draft in the authoritative system.
Three concrete operating scenarios to compare with your own process.Capture PDF orders
Header and line-item data are extracted, validated and provided as a draft in the order system.
Validate commercial data
Price, discount, unit and delivery address are compared with approved customer and item data.
Resolve precise exceptions
Only affected lines reach sales operations with the source, validation reason and possible correction.
A strong fit when …
Leads, appointments, messages or orders follow repeatable rules and should become visible in the CRM without manual handoffs.
- You handle recurring orders using repeatable rules.
- The intake, target system and accountable business role can be named clearly.
- Exceptions are allowed to remain visible and move to people deliberately.
Deliberate automation boundary
Commercial acceptance, new terms, ambiguous customer matches and binding delivery commitments remain with authorised roles.
Explore the technical approach and platformsEstimate time savings with your own volume
The calculator uses 12 minutes today and 3 minutes after automation as fixed example assumptions. It does not replace process analysis.
Illustrative estimate based on the visible assumptions — not a guarantee.
What decision-makers should know before starting
How does Order intake automation work in practice?
Which systems can be connected?
Which tasks deliberately stay with the team?
How is the automation introduced?
How can the benefit be measured?
How many orders are waiting for manual entry today?
We review two or three typical order formats, your required fields and the approval route to define a robust first workflow.
Free consultation